December 2018 Minutes
Draft Notes from the meeting of the above Parish Council held on Tuesday 11th December 2018
Present: Mrs K Willgoose, Mrs C Stokes, Ms M Nelstrop, Mr G McLusky, Mrs J Thurlow (Chair), Mr T Sisson, Mr S Locking, Mr R Nelstrop (LAW Committee member), Mr A Allen (Chair LAW Committee)
1. Apologies – none
Declarations of Interest – none
2. Consideration and signing of the Draft Notes into Minutes of the previous meeting.
Mrs K Willgoose proposed they be a true record of the meeting. Mrs C Stokes seconded the proposal. All members were in agreement.
3. Clerk’s Report on Matters Arising from the Minutes of the previous meeting
a. Report from the Committee formed to explore the way forward on the proposal to erect a fence on the Village Hall complex. A written report from the Chair of the Committee (Mrs M Overton) was handed to Councillors. The final proposal of the committee was:
For all sorts of reasons, the fence between the car park and the Playing Field is not the best use of the funds, in the face of more pressing needs. Self-management is proposed as in item 6 d of the Report:
(Self-management of dog owners to have the dog on a lead or under close control on the playing field, but have the area beyond the goal posts for dogs to socialise and chase a ball.)
This is already the case with the responsible dog walking group. Mr Sisson and Mr McLusky will put together suitable words for Mr Nelstrop (chair of Village Hall Committee and co member of this Committee) to put to the next Village Hall Meeting, to let other users know of the good practice agreed. This should avoid conflict and ensure the good name of responsible dog owners is not besmirched by others.
b) reVOLT application – a cheque to be applied for following the successful placing of the Village Hall sign adjacent to the A607.
c) Flashing speeding traffic signs – communication from Highways representative still awaited.
d) Branches over hanging the footpath by the Primary School have been removes at low level ensuring unrestricted passage for pedestrians. Branches higher up will be removed later.
e) Meeting with LCC Highways and Fisher German on the railway bridge regarding widening of the footpath – on going.
f) Litter Picking – new pick sticks are required. Consensus of the best style of stick to us will be affirmed before ordering more. A date has been set for two Councillors to attend the Primary School to encourage pupils to become involved by producing some posters to be displayed throughout the parish.
g) Bus shelter on the Green – following a request for bus shelters on the Green and on the verge opposite, the Clerk gave Councillors examples of styles and costs of various shelters to consider prior to Precept considerations. It was established that it would not be possible to have one erected on the Green as this would block the view for road traffic users exiting the slip road on the west side of the Green onto the A607.
4. Consideration of Planning Matters
No new applications to date.
Heyford Developments have informed the Council of a revised outline application of fewer homes compared to their original application. The Council have not received details to date.
5. Consideration of Financial Matters
a) Bank Statements
H.I. a/c as of Sept 4th 2018 £12,240.35
Community a/c as of Sept 4 2018 £1,795.98
H.I a/c as of 4th Oct 2018 £12,242.36
Community a/c as of 4th Oct 2018 £626.75
H.I a/c as of 4th Nov 2018 £10,244.22
Community a/c as of 4th Nov 2018 £2,124.82
H.I a/c as of 4th Dec 2018 £7,478.69
Community a/c as of 4th Dec 2018 £3,952.20
b) Payments in none
c) Payments to be made
i) Came & Company (Village Hall Insurance) £1,797.86
Re payment of the invoice– cheque 101340 forwarded in November was referred to drawer due to funds transferred too late
ii) H Proctor (Clerk’s salary) £278.09
iii) HMRC (paye) £69.40
iv) H Proctor (Clerk’s expenses) £100.00
v) H Proctor (payment for website domain charges) £23.98
d) Presentation by members of the LAW Committee regarding refurbishment of the matting on the Sports Courts.
Mr A Allen and Mr R Nelstrop presented their preliminary plans for the replacement of the astro turf matting on the base of the All Weather Courts. The current matting was first laid down when the Courts were opened and has lasted several years beyond the recommended life span – due to regular and careful maintenance over the years.
The Law Committee’s priority has been to set monies aside in readiness for this refurbishment project - for a facility which is invaluable to not only Leadenham community but is also well used by surrounding parishes.
Preliminary quotes have been sought and received and are currently in negotiation. Mr Allen asked for assurance that the Parish Council, as Trustees of the site and all the facilities, would be positive in their support of this initiative and that they were able to claim VAT on this major refurbishment project.
The Clerk reported that HMRC had been contacted to verify the Council’s position regarding the reclaiming of VAT on such project and had received a reply in the affirmative.
Mr Allen and Mr Nelstrop will continue with negotiations and report to the Council to further discuss details of start dates, stage payments and all matters pertaining to the general running of the project on a practical level.
e) Presentation of current balance of both Bank Accounts, payments to be made before the end of financial years and preliminary discussion regarding the Budget/Precept for 2019.
Clerk reported that, without account of any unexpected payments out, the Council would carry forward in the region of £7,900 at the end of year. The recommended figure for reserves is approximately one third of the Precept amount...
The Clerk also presented a breakdown of the total amounts spent during the period 2018/18 in the various areas as follows:
a) Insurances (PC + Village Hall complex) £2,133
b) Grass cutting (Playing Field + verges) £1,707
c) Handyman Services (in house self-employee) £550 (to date 2018)
d) s137 payments £650
e) Salary, HMRC, Expenses, Audit, Accountancy support £1,969
f) One off regular annual payments £741
g) One off non regular payments £1,583 (Village Hall grant, Village Hall sign)
h) A breakdown of the Clerk’s annual salary was also presented for information.
These figures were presented for consideration prior to finalisation of figures for the Precept in the January PC meeting.
6. To consider the Police Report
Between 10th November and 10th December the following crime was reported for Leadenham parish:
Theft of £15 of fuel from the filling station.
7. To consider the County and District Councillor Reports
County and District Councillor Mrs M Overton’s monthly report is available on the parish website.
8. To consider Matters of Correspondence
None.
9. To discuss the recent serious accident involving a pupil on the A607 outside the Sir William Robertson Academy.
Information had been received from our Beat Officer (Bracebridge Heath Station) regarding the accident, informing us that as the investigation was still on-going following the accident (after which the pupil sadly passed away) they were, therefore, not able to enter into discussion on any matter related to the accident, until that investigation is complete.
Councillors agreed that although there were many responses to be made and issues to be raised, that this should wait until the investigation is complete and to respect the grief of the family and staff and pupils of the School.
10. To receive an update on the possibility of undertaking a neighbourhood Plan for Leadenham.
Mr McLusky reported that a meeting with the Community Lincs representative was now fixed for January but a meeting place had not. The calendar for Village Hall bookings to be checked for availability.
11. To consider a Report regarding a) possible funding for War memorial b) site for the new War Memorial plaque c) refurbishment of the WW1 Memorial currently sited on the junction of Pottergate/Brauncewell Lane.
Mrs Thurlow handed over to Mr Sisson the paperwork originally prepared by ex-Councillor Mr N O’Brien whereby Leadenham PC were registered with the War Memorial Trust to apply for funding to refurbish the War Memorial.
Position for the new Plaque – it was decided to move the plaque on the wall to the right of the inner double doors onto the left hand wall - - and so place the new Plaque on the wall on the right adjacent to the WW2 Plaque which came from the Wesleyan Chapel on High Street, Leadenham when it closed down.
Regarding the WW1 RFA Plaque on Pottergate Road – Mr Sisson will get quotation for repair of damage (by a metalworker). It has been suggested that it be placed back against the hedge, front facing out onto the road. Ms Nelstrop reminded that the use of a hedge cutting machine has to be considered to be able to trim the hedge back properly, particularly at this point do near the junction. The tenant (Mr A Ward) undertaking hedge cutting to be called in to advise.
12. To consider Matters for Urgent Discussion
a) Mr Locking reported dog poo on the pavement between North Road and the Filling Station (A607)
b) Drain clearance on the junction of Crow Lane and A607 – pavement is covered in mud to the extent that pedestrians are obliged to walk on the road for several yards. To be reported to the Handyman in the first instance.
There being no further business, the meeting finished at 7.50 pm. The next meeting will be held on Tuesday 8th January 2019